Position Summary:

The Executive Assistant to the District Superintendent provides high-level administrative support to ensure the efficient operation of the Superintendent’s Office. This position is responsible for managing daily office functions, coordinating meetings and events, handling confidential communications, and serving as a liaison between the District Superintendent and internal/external stakeholders. The Executive Assistant exercises sound judgment, maintains a high degree of confidentiality, and provides exceptional public relations and customer service.

Key Responsibilities:

Office Operations & Administrative Support

• Manage daily office functions and direct support staff.

• Maintain the Superintendent’s calendar; coordinate meetings and take minutes.

• Prepare speeches, submit timesheets, and arrange travel.

• Handle all incoming mail, calls, and emails on behalf of the Superintendent.

• Maintain office filing systems and assist with policy updates and Board documents.

Board & Election Responsibilities

• Handle official Board correspondence and notify leadership of emergencies.

• Distribute and certify BOCES election and budget ballots per Education Law.

• Report election results to NYSED and communicate information to component districts.

• Keep Board members informed of important dates and events.

Public & Interagency Relations

• Serve as liaison between the District Superintendent and County Officials, School Representatives, and the general public.

• Coordinate annual dinner meetings, conferences, and workshops.

• Create brochures, flyers, and programs as needed.

• Handle all media inquiries and public relations matters in accordance with agency procedures.

Superintendent Search Support

• Coordinate all aspects of Superintendent Searches led by the District Superintendent.

• Develop and distribute search materials and brochures.

• Manage the search schedule and process.

• Collect, organize, and track applications, resumes, certifications, transcripts, cover letters, and recommendations.

Technology & Office Systems

• Use technology for scheduling, communication, and document management.

• Handle phone calls, appointments, and other general office duties.

Procurement & Records Management

• Process purchase orders and invoices for payment.

• Serve as the Records Access Officer: receive, process, and retain all Freedom of Information Law (FOIL) requests and subpoenas.